HomeMy WebLinkAboutContract 48948-A3 CSC No. 48948-A3
THIRD AMENDMENT TO
FORT WORTH CITY SECRETARY CONTRACT NO. 48948
This Amendment is made between the City of Fort Worth("FORT WORTH"), a municipal
corporation, acting herein by and through Dana Burghdoff its duly authorized Assistant City
Manager and DATAPROSE, LLC ("DATAPROSE"), acting herein through Bill Murray its duly
authorized Chief Executive Officer.
WHEREAS, FORT WORTH and DATAPROSE entered into an Agreement identified as
Fort Worth City Secretary Contract No. 48948 for a period of two years beginning February 22,
2017; and
WHEREAS, FORT WORTH and DATAPROSE collectively agreed to amend the
Agreement to increase the amount of the contract by$11,879.50 to cover the November 2018
invoice and a change request for the logic and coding information in the Fort Worth applications;
and
WHEREAS, the City of Plano agreed to a second renewal term in February 2019 and the
Fort Worth agreement was amended to modify the term to be February 12, 2019 to February 21,
2020, with two one-year renewals; and
WHEREAS, it is the collective desire of both FORT WORTH and DATAPROSE to
increase the amount of the contract by$135,809.00 to cover the remaining invoices in the term;
NOW THEREFORE, KNOWN ALL BY THESE PRESENT, FORT WORTH and
DATAPROSE, acting herein by and through their duly authorized representatives, enter into this
Third Amendment, which amends the Agreement as follows:
1. Amend the Agreement to increase the amount paid to DATAPROSE, utilizing the
Increased funds in the amount of$85,809.00, as approved on M&C P-12315;
2. Increase the amount paid to DATAPROSE, utilizing the remainder of the approved
Administrative Amendment funds in the amount of$50,000, as approved on M&C P-12315;
3. All other terms,provisions, conditions, covenants and recitals of the Agreement not
expressly amended herein shall remain in full force and effect.
[Signature Page Follows]
OFFICIAL RECORD
Third Amendment to Fort Worth City Secretary Contract No.48948 CITY SECRETARY
FT.WORTH, TX
Executed effective as of the date signed by the Assistant City Manager below.
FORT WORTH:
City of Fort Worth Contract Compliance Manager:
By signing I acknowledge that I am the person
responsible for the monitoring and
z?a.y.a,S6%0�6" administration of this contract, including
By: Dana Burghdoff(Jan 15,28 2:48C ensuring all performance and reporting
Name: Dana Burghdoff requirements.
Title: Assistant City Manager
Date: Jan 15, 2021
william Bailey
By: William Bailey(Jan 12,202115:39 CST)
Approval Recommended: Name: William Bailey
Title: IT Manager, Water Department
Approved as to Form and Legality:
c�irr�v�r tl�r7er
By: Christopher rder(Jan15,202108:23CSn
Name: Chris Harder
Title: Director, Water Department ras�ro
By: JBStrong(Jan1,202108:43 CSC
Attest: Name: John B. Strong
ba��40R��� Title: Assistant City Attorney
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Name: Mary Kayser �� *�
Title: City Secretary 1��Zj nExpS�aa
VENDOR:
DataProse,LLC
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By: Bill Murray(Jan12,2 113:19PSn
Name: Bill Murray
Title: Chief Executive Officer
Date: Jan 12, 2021
OFFICIAL RECORD
Third Amendment to Fort Worth City Secretary Contract No.48948 CITY SECRETARY
FT.WORTH, TX
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 3/19/2019
DATE: Tuesday, March 19, 2019 REFERENCE NO.: **P-12315
LOG NAME: 13PUTILITY BILL PRINTING & MAILING SERVICES SKR WATER
SUBJECT:
Authorize Execution of a Contract with DataProse, LLC, Using a Cooperative Contract in an Annual
Amount of Up to$1,487,740.00 for Utility Bill Printing and Mailing Services for the Water Department(ALL
COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize the execution of a contract with DataProse, LLC, using
City of Plano Contract No. 2016-0370-C in an annual amount of up to$1,487,740.00 to provide utility bill
printing and mailing services for the Water Department.
DISCUSSION:
In 2009, the Water Department entered into a contract with DataProse, LLC, to produce utility billing
statements and delinquency letters for the Water Department and to manage the mailing of the
correspondences. The City's current contract expired on February 21, 2019 and the Water Department
recommends entering into another contract with the same vendor for continued services.
In 2016, the City of Plano completed another Request for Proposals process and again selected
DataProse, LLC, for utility bill printing and mailing services. Sixteen companies submitted proposals.
DataProse, LLC, offered the best pricing and services. Plano currently uses the same Central Square
billing system as the City of Fort Worth and its RFP process meets the City of Fort Worth's standards for
competitively selecting a vendor. Furthermore, Plano's selected vendor meets specifications related to the
Water Department's Central Square billing system and complies with the United States Postal Service
regulations. Utilizing an inter-local agreement with Plano, the City of Fort Worth contracted to use the
services offered by DataProse, LLC, and, in 2017, renewed its agreement for an additional two years.
The Water Department desires to enter into a new contract with DataProse, LLC, for continued utility bill
printing and mailing services based off the established cooperative purchasing contract with the City of
Plano, for an amount not to exceed $1,487,740.00 per contract year.
COOPERATIVE PURCHASE -State law provides that a local government purchasing an item under a
Cooperative Purchasing Agreement satisfies state laws requiring that the local government seek
competitive bids for purchase of the item. In accordance with the Mayor and Council Communication
(M&C P-12061)approved June 13, 2017, the City Manager may enter into an Interlocal Cooperative
Purchasing Agreement that allows the cities to take advantage of each others'competitively bid contracts.
The City has a Cooperative Purchasing Agreement with the City of Plano. The City of Plano's Contract No.
2016-0370-C was competitively bid to increase and simplify the purchasing power of local government
entities.
PRICE ANALYSIS-The Water Department has reviewed the pricing and determined it to be fair and
reasonable.
M/WBE OFFICE -A waiver of the goal for MBS/SBE subcontracting requirements was requested by the
Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance, because
the purchase of goods or services is from sources where subcontracting or supplier opportunities are
http://apps.cfwnet.org/ecouncil/printtnc.asp?id=26863&print—true&DocType=Print 4/17/2019
negligible.
ADMINISTRATIVE CHANGE ORDER-An administrative change order or increase may be made by the
City Manager or his designee for the amount up to$50,000.00 and does not require specific City Council
approval as long as sufficient funds have been appropriated.
AGREEMENT TERMS - Upon City Council approval, the initial term of this Contract will begin immediately
upon the expiration of the existing contract on February 22, 2019 and will continue through February 21,
2020 to coincide with the dates of the City of Piano's Contract No. 2016-0370-C.
Renewal Options-This Contract may be renewed for two additional one year terms at the City's option, in
accordance with the terms of the City of Piano's contract. This action does not require specific City Council
approval provided that the City Council has appropriated sufficient funds to satisfy the City obligations
during the renewal term.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available within the existing appropriations of the
participating departments for these expenditures and that prior to an expenditure being made, the
participating department has the responsibility to validate the availability of funds.
BQN\COOP2016-0370-C\S KR
FUND IDENTIFIERS (FIDs):
TO
Fund Department ccount Project Program ctivity Budget Reference# mount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program ctivity Budget Reference# Amount
` I ID ID Year (Chartfield 2)
CERTIFICATIONS:
Submitted for City Manager's Office by: Susan Alanis (8180)
Originating Department Head: Kevin Gunn (8517)
Cynthia Garcia (8525)
Additional Information Contact: Steven Rathers (2057)
ATTACHMENTS
1. 2016-0370-C Executed Contract smaller.pdf (CFW Internal)
2. DataProse LLC 1295 2016-0370-C Redacted.pdf (Public)
http://apps.cfwnet.org/ecouncil/printtnc.asp?id=26863&print—true&DocType=Print 4/17/2019